Follow these five steps when conducting a grievance procedure

Simangele Mzizi, Fsp Business, 17 Sep. 2014

Tags: conducting a grievance procedure, grievance procedure, workplace grievances

You have a grievance procedure in place so your employees can speak up if they have complaints about their working conditions.

But do you know what steps to take when employees raise workplace grievances? Do you know how to go about solving the grievance so it doesn’t fester and create negative energy in the workplace?

If your answer is a big “NO”, keep reading to find out the five steps you must follow when conducting a grievance procedure so you can deal with grievances effectively.

Here’s a step-by-step guide on how to conduct a grievance procedure

Step #1: Tell employees to raise grievance verbally

Your employees must raise a grievance verbally first to see if you can resolve it.

This is important when it comes to cases that aren’t serious and are capable of resolution through a discussion.

Step #2: Tell employees to lodge a written complaint if the matter is serious 

If a matter is really serious or if oral resolution hasn’t been successful, employees must lodge the complaint in writing, says the Practical Guide to Human Resources Management.

Tell them that the workplace grievance must have as much detail as possible: date, time, people involved, an exact description of the incident, etc.

There are three more steps you need to take.
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Three more steps to take when conducting a grievance procedure

Step #3: Investigate the grievance

You can do this either in front of both parties (the grievant and the accused) or you can investigate it separately.

After your investigation, call both parties in and try and have a discussion around the issue.

Step #4: Hold a grievance hearing

Hold a grievance hearing with both parties present and allow them to present their side of the story.
Listening carefully will enable you to take the cue as to what will resolve the matter.

Step #5: Let employees know of your decision

After a grievance hearing, inform parties of your decision regarding the complaint.
If the employee who made the complaint isn’t happy with your decision, tell him to lodge the grievance with senior management.

Follow these five steps to ensure you deal with grievances effectively.

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